Money Matters

1. Money Matters CLUB DUES & FUNDRAISING 2014-2015 1

2. Audit Exceptions • Don’t hold money! Collect and turn in daily! • Purchase Orders must be made prior to purchase • Personal reimbursements Under $50 / Over $50 • Original invoices/receipts • “Non-Sufficient Funds” Checks – NO CHECKS!!!!!! • Payment must occur within 30 days • Donations – Clear specifications on a donation letter 2

3. USING A TEACHER RECEIPT BOOK

4. Must sign for receipt book when it is issued and returned • Teachers/Sponsors are responsible that the money makes it to the office on the day that it is collected and receipted by 12:30pm • Bring receipt book, recap, and monies when depositing • No collections on Friday! Monday-Thursday ONLY! *Program, Function and Sub Ledger numbers you will need to fill out your recap when depositing. 4

5. WHO PAID? SPECIFIC PERSON OR COMPANY. IF A STUDENT, INCLUDE STUDENT ID ON RECEIPT. SCHOOL NAME DATE AMOUNT COLLECTED EXPLANATION FOR COLLECTION (I.E. Field Trip PROM, SCIENCE FEE KIND OF COLLECTION (CASH ONLY) TEACHER’S SIGNATURE (DO NOT PRE-SIGN!) (DO NOT USE A STAMP NO INITIALS) 5

6. All three (white, yellow, and green) Receipts Must be STAPLED together in order to VOID a receipt. If the White or Yellow copy is missing a Certificate of Loss must be filed. Staple Staple • Erasures or changes are not permitted • If an error occurs, VOID the receipt by writing VOID and staple all three triplicate receipts together. • CAUTION: Voided receipts must be retained inside receipt book. All three copies must be turned in. Do not discard any of them. 6

7. RECEIPT BOOKS No receipt book is to be taken off the school grounds.

8. COLLECTING CLUB DUES 8

9. THE DATE YOU ARE TURNING THE DEPOSIT INTO THE TREASURER (which should be the same as the date on the receipt issued) FILL IN YOUR ACCOUNT NAME FILL IN YOUR COMPLETE ACCOUNT NUMBER (include a sub ledger) STUDENT NAME, ID NUMBER AND AMOUNT CHECK YOUR MATH. COUNT THE MONEY COLLECTED. CASH ONLY FOR Academy/Science FEES/DUES REMEMBER TO SIGN IT! USE RECAP ONLY FOR $14 AND UNDER DUES MUST BE PRE-APPROVED BY THE ADMINISTRATION 9

10. IF COLLECTIONS ARE $15 OR MORE, USE A TEACHER RECEIPT BOOK • Must sign for receipt book when it is issued and returned • Teachers/Sponsors are responsible that the money makes it to the office on the day that it is collected and receipted • Bring receipt book, recap, and monies when depositing *Program, Function and Sub Ledger numbers you will need to fill out your recap when depositing. 10

11. FUNDRAISING 11

12. LEAVE BLANK Fundraising application (not for fees or dues) PROFIT OR NOT FOR PROFIT FM # 1018 Must Be TYPED!! SGA, NHS, Chorus, etc… T-shirts @ $10 Sr. Breakfast @ $25 Main Lobby Jan 22-27 Afterschool Your signature Raise funds for club events, trips, supplies, customs, pins, sashes, etc… 12

13. Fundraising Procedures Who approves? Activities Director, Principal, and Treasurer What form and where do I get it? Fund Raising Activity Form (FM 1018) When is it required? All SALES, profit and non profit. Time line to apply? Submitted at least five school days before the activity starts. ANY SALE, WHICH IS NOT APPROVED IS STRICTLY FORBIDDEN (NO EXCEPTIONS) Items to be sold are NOT to be ordered until fundraiser is approved. 13

14. What if my sale takes place outside of school? COMMUNITY SALE Example: Chocolate, donuts, catalogues, dolphin tickets, etc…. Community sales requests must be submitted at least one month prior to sale date in order to request Region Approval. Available on-line (FM 5656) Date & time Family and friends only. No door to door sales Mark “NO” on both Sign and Date Must be typed FORM # 5656

15. Activity Number T-shirt, chocolates, etc Club Name Choose one or write one in Why cancelled? Cancellation Date Sign and print your name CANCELLATION FORM Account # Turn in for cancelled fundraisers In activities office. 15

16. SELLING AN ITEM

17. FILL IN YOUR ACCOUNT NAME THE DATE YOU ARE TURNING THE DEPOSIT INTO THE TREASURER (which should be the same as the date on the receipt issued) FILL IN YOUR COMPLETE ACCOUNT NUMBER (include a sub ledger) DETAILED DESCRIPTION OF SOURCE OF REVENUE AND TOTAL AMOUNT (MUST Reference Activity # ) A recap must be used whenever any monies are deposited. This is in addition to the receipt book if a receipt book was used. Receipt books are automatically required for items costing $15 or more. CHECK YOUR MATH. COUNT THE MONEY COLLECTED. CASH ONLY ON ALL SALES REMEMBER TO SIGN IT! 17

18. T-Shirt Sale Deposit 10 T-shirts @ $10 = $100 If purchase is $15 or more, Teacher’s Receipts are required. List the number sequence of the Teacher’s Receipts. 18

19. WHEN TO USE TICKETS Must use to deposit monies after tickets were used. Ticket #’s 2548-2687 140 tickets @ $5= $700 • Events up to $5 – (rolled tickets are available in school) • Example: Spirit Day $1 • Events with higher denominations- tickets must be purchased from an outside vendor. See Activities! • Tickets must be approved and held by the treasurer • Rolled Tickets are available for the following denominations: $.50 - $5.00 only You must sign out the rolled tickets from the treasurer! 19

20. OPERATING REPORT

21. Student Activity Operating Report completed TEN days after fundraising activity Available on-line (FM 0996) DEPOSITS Must be typed PAID OUT/EXPENSES FORM #

23. ITEM SOLD ACTIVITY # • Complimentary Item Form • Indicate it on Operating Report • Unsold items must be retained for audits or properly disposed • Disposal Form FM-2918 Jackie Garcia ( signature ) T-shirt 3/15/11 Your signature Form # 23

24. YEAR TO DATE Monies going out Balance Monies going in Purchase Orders Check your account for accuracy. Deposits and disbursements need to match your records.

25. USE FOR OPERATING REPORT PAID OUT DEPOSITED

26. PURCHASING 26

27. PO # PROVIDED BY TREASURER FILL IT OUT COMPLETELY. FILL IT OUT COMPLETELY. We need to know what fund will be paying for this. Treasurer’s Name and your name SIGN IT! Treasurer will return to you the PINK copy when the order has been placed or I will email you. ONLY the TREASURER places orders for the school. SUBMIT QUOTE ALONG WITH P.O. and attach to your Fund Raising application Purchase Order 27

28. Purchase Orders • Obtain a purchase order for all purchases Purchase Orders CAN NOT be done after the fact! • Treasurer will assign a purchase order number PLAN ACCORDINGLY! ALLOW AT LEAST 2 DAYS FOR A PURCHASE ORDER TO BE PROCESSED. • Items over $1,000.00 require a minimum of 3 bids • One bid must be from the MWBE approved vendor list. • You can NOT split orders to avoid the bid process. • Submit bids with purchase order • A purchase order is not a receipt for payment 28

29. PAYING FOR YOUR ITEMS 29

30. Invoices • Original Invoices. • Acceptable- Emailed • NOT Acceptable- faxed • Turn your invoices in! Don’t keep them in/on your desk. • Don’t throw them away, they may be inside the box of items which your received. • Invoices are to be paid within 30 days 30

31. Please have vendor send the invoice to your attention. This will help identify who placed the order. The vendor MUST reference the P.O. # and your name in the comments area. This will help identify who placed the order. Give the Vendor the approved PO # Give the Vendor the approved PO # IF INVOICE IS CORRECT, SIGN THE INVOICE AND GIVE IT TO TREASURER IN ORDER TO HAVE IT PAID You need to confirm the amount of items received and invoiced 31

32. Sales Tax • 7% sales tax must be paid on all items to be RESOLD ie. T-shirts • It must appear as a separate line on your invoice • Purchases that are for the school, such as supplies, do NOT need to be taxed. If it is to benefit the school, tax can NOT be collected. The treasurer will supply to the vendor the tax exempt form. 32

33. Receipt/original invoice with a check requisition/JV Transfer TO EXPEDITE PROCESS COMPLETE WITH ACCOUNT NAME OBJECT, PROGRAM, FUNCTION, SUB These are the numbers on your PO SGA • 5003 0191 046 $45 PURCHASE ORDER NUMBER PAID OUT NOTE THE INVOICE # BEING PAID 33 CHECK PAYABLE TO SIGNATURE

34. Gratuity • Only way gratuity can be paid is if it is calculated into the bill • It cannot be written in • If written in, it becomes your responsibility • Liquor cannot be part of restaurant or receipt bill 34

35. FUNDRAISING FORM NUMBERS Student Activity Operation Report (FM 0996) Community Sale-Region Approval (FM 5656) Distribution Sheet-Merchandise (FM 0995) or Ticket Sale Certificate of Loss Report (FM 0997) Certificate of Disposal (FM 2918) Complimentary List (FM 6679) Cancellation Form (Activities Office)

36. DONATIONS Donations are acceptable as long as a letter accompanies the donation check. Letter must be written on company’s letterhead The letter must state that these “funds are for the purpose of (i.e. new uniforms, equipment, buses, etc…” or these “funds are to be used at the sponsors discretion” Name of donating person or organization Amount of money Dated Signed by donating individual

37. Booster Clubs • Principal must approve all Booster groups • School name can not be part of the organization name • Must follow fundraising activities procedures • Finances are handled outside of the school • Official boosters must have on file with the treasurer • By-Laws or Statement of Purpose • Copy of bank application indicating tax identification number • Copy of bank signature card 37

38. ONCE AGAIN, ASK FOR HELP!DOUBT OR NO DOUBTask for clarification BEFORE taking any monies or purchasing any item, ASK! 38